Library Human Resources Retention Series (L03)

NEW UPDATES!
OARs governing county retention were updated November 2025. Your Multnomah County Retention Series has been updated accordingly. Please make sure to double check - some series may have new retention periods.

Each series contains the following information:

• Series Title (Agency Series #)
• Description. (Legal Citations)
• Retention  

Employee Discipline Records (ES04-016)

Records document every step the county takes when an employee's performance or behavior leads to discipline or termination. Records include documentation of progressive discipline (verbal warnings, written warnings, action, dismissal); records of investigations with interviews from witnesses and physical evidence or photography related to an incident; disciplinary meeting records (including hearings, if held); documentation of the final decision; and related records. (OAR 166-150-0160(7))

Retention:

• ES04-016(a) Investigations resulting in disciplinary action, exoneration, or found to have no foundation: Retain 5 years after resolution.
• ES04-016(b) Investigations resulting in termination: Retain 10 years after employee separation.

Employee Hazard Exposure Records (L03-015)

These records document employee exposure to unhealthy or unsafe conditions, including harmful substances, like chemicals, toxins, radiation, or dust; biological risks, like viruses, bacteria, or fungus; and physical strains like extreme heat or cold, loud noises, heavy vibrations, and repetitive motions. Records might include lab tests, incident reports, first-aid records, X-rays, air sampling, radiation measurement, and related records. (OAR 166-150-0160(10))

Retention:

• L03-015(a) Noise exposure measurement records, 2 years.
• L03-015(b) Hearing sensitivity test records, until employee separation.
• L03-015(c) All other records, 30 years after separation.

Employee Time Records (L03-003)

Records documenting hours worked, leave hours accrued, and leave hours taken by library employees. Information usually includes employee name and social security number, hours worked, type and number of leave hours taken, total hours, dates, and related data. (OAR 166-150-0155(2))

Retention:

• Retain 5 years.

Employment Eligibility Verification Forms (L03-011)

Documents department compliance with INS regulations requiring verification of an employee's right to work in the United States. Records include INS form I-9 and copies of related identification documentation. May also include related correspondence. Information includes employee's name and address, employee's signed attachment that s/he is providing true information, employer's signed verification of employee's identification and necessary documentation, and revision information. (OAR 166-150-0160(14))

Retention:

• Retain 3 years after date of hire or 1 year after employment separation, whichever is later.

Family And Medical Leave Act (FMLA) Leave Records (L03-005)

Documents employee requests for leave under the FMLA and the library's response. Records include leave requests and supporting documentation, employee notifications, leave log, and related correspondence. (OAR 166-150-0155(5)) (OAR 166-150-0160(11))

Retention:

• L03-005(a) Non-medical requests, retain 4 years.
• L03-005(b) Medical requests, retain 6 years after employee separation.

Individual Employee Medical Records (L03-004)

Employee medical information required to be maintained separately from the employee's personnel records by the Americans with Disabilities Act. Records include Family and Medical Leave Act requests, worker's compensation information, physical examinations, drug and alcohol test results, medical inquiries and doctors' or other physical or mental health providers' assessments, any medical leave of absence documentation which includes medical reasons for the leave, and any other similar types of information. (NOTE: File employee hazard records under L03-015. File personnel records under L03-002.) (OAR 166-150-0160(11))

Retention:

• Retain 6 years after separation.

Note: Hazard Exposure records is now a separate series - see L03-015.

Individual Employee Personnel Records (L03-002)

Records may include original and subsequent employment applications, personnel actions, personnel information documents, combined turnaround sheets, employee history forms, resignations, discharges, certification lists, settlement agreements, recommendations and commendations,, merit ratings, overtime information, performance evaluations, leave of absence requests, emergency notification form, bus pass information, resume, correspondence, and related records. (NOTE: Employee disciplinary records and medical files have different retentions. Please file under the appropriate series.) (OAR 166-150-0160(12)(b))

Retention:

• Retain 6 years after employee separation.

Leave Requests (L03-006)

Applications or requests submitted by employees for sick, vacation, compensatory, personal business, family and medical leave, long term leave, and other leave time. Information usually includes employee name, department, date, leave dates requested, type of leave requested, type of leave requested, and related data. (OAR 166-150-0155(5))

Retention:

• Retain 3 years.

Library Retirement System Individual Account Records (L03-012)

Documents employee service in the Multnomah County Library Retirement system. System enrollment and contribution were suspended when the Library became part of the county in 1991, but it is still active and both accumulates interest and makes benefit payments. Records include retirement plan record, benefit calculations, sick leave benefit calculations, beneficiary designations, annual earnings statements, termination report, correspondence, and related records. (OAR 166-150-0160(9)(a))

Retention:

• Retain 75 years after original date of hire.

Library Retirement System Management Reports (L03-013)

Documents the management of employee benefits under the retirement system. Reports include payout reports, display of benefits, and annual report to plan contractor. Information includes retirees' names, monthly and annual benefit payment amounts, employee information changes, and related information. (OAR 166-150-0160(9)(a))

Retention:

• Retain 75 years.

Payroll Reports (L03-010)

Reports, statistical studies, and other records designed and used for budget preparation, projections, workload and personnel management, research, and general reference. Often consists of recapitulation reports organizing wages, deductions, and other data into categories such as quarter-to-date, year-to-date, fiscal year-to-date, department, division, section, employee/employer contributions, and others. (OAR 166-150-0155(7))

Retention:

• Retain 3 years

Note: Recently increased from 2 years.

Recruitment And Selection Records (L03-001)

Records related to the recruitment and selection process for filling open positions within the library. Records include position recruitment announcements, applications, examinations (including keyed copy of written examination, scoring criteria, oral board questions and scoring criteria, performance examination and scoring criteria), rater certification from oral board members, adverse impact analyses, master eligible list, applicant summary report from TRAC, applicant flow report from TRAC, record of any candidate challenges and resolution, certification of eligible, documentation of the selection process, and related correspondence. (OAR 166-150-0160(24))

Retention:

• L03-001(a) Retain announcement records, position description, and records documenting creation of test and rating scale 10 years.
• L03-001(b) Retain all other records 5 years after position filled or recruitment cancelled.